OEM & Lieferant Ausgabe 1/2022

107 This German family-run business was able to meet their customer‘s needs and stay ahead of new trends thanks mainly to state-of-theart manufacturing processes but their quick decision making and smart administrative processes (https://t1p.de/79sa ) also played a key role. More than a thousand new documents are processed by the company every day. In the past, this led to stacks of paper. To process customer inquiries and orders, documents first had to be printed out from the ERP system (https://t1p.de/cu93 ) and then transported back and forth between the offices of the various departments. When specifications changed, it often took longer to track down what stage the process was at and who was currently handling it. If a document was filed incorrectly, it was difficult to track down. The main reasons for the company to introduce a DMS (https://t1p.de/j92t ) were lack of space, reducing filing and search times, and to achieve more transparency in their processes. Authorized Signatory, Sven Odenwald also wanted to make sure that everyone in their various departments could access information quickly. He liked how simple and straightforward it was to use DocuWare’s system (https://t1p.de/xdup ). Easy transition All workstations in the company’s Administration department were equipped with a second monitor. The Production department also received document scanners. DocuWare was integrated into the ERP systemon their AS/400 via interface. Thismeans that documents created in the ERP, such as invoices, delivery bills or order papers, are automatically archived in the central document pool (https://t1p.de/yzd0 ) using the print function. In Sales, a cross-departmental workflow (https://t1p.de/50in ) was set up for generating proposals. As soon as a customer inquiry arrived at the company’s headquarters by phone or email, it was either recorded by an employee and stored in DocuWare or automatically indexed and filed via Connect to Outlook (https://t1p.de/j3wtq ). The workflow is launched when a document is filed. At any time, Authorized Signatory, Odenwald has an overview of which offers are still open and at what value. As a second step, a comprehensive workflow for order processing was installed, starting with a customer’s order. After being stored in the document pool (https:// t1p.de/2xtfz ), the order goes to the Managing Director, who schedules the period for manufacturing the engine and determines the delivery time. Then the order is entered into the ERP system and order documents are created and the order appears on the order placement task list. If the engine has already been manufactured once, this order is duplicated. Otherwise, the order has to go through the Design and Electrical Engineering departments so that a new order card with the specific information for the manufacturing department can be created and printed. A price check follows, after which the order confirmation is created and finally approved by Management. Only then is the order confirmation automatically sent by mail. At the same time, the Production department receives the information that engine production can begin. As soon as the Production department reports that the engine is ready, the Shipping Office is given the task of preparing all documents for shipping. The invoice is printed in the ERP system and automatically sent by mail after a check. This marks the end of the workflow (https://t1p.de/afm0 ). Completely paperless For employees, their familiar way of working changed only marginally. All documents for a transaction are immediately available thanks to full text searches (https://t1p.de/pr2g9 ). This makes it easy to check where an order is currently located, who is working on it and in which department. This also makes it easier if/when a colleague is absent, their colleagues do not have to spend time searching for the necessary documents as they can be accessed quickly, right from their own workstations (https://t1p.de/lu6ca ). Document Management System (DMS) Staying One Step Ahead of the Future By Mechthilde Gruber, freelancer EMOD Motors is one of the world’s leading manufacturers of electric motors and specializes in creating custom engineering solutions. Since March 2019, DocuWare’s Document Management System (DMS) has ensured fast and transparent order processing. Image: © EMOD Motoren GmbH DocuWare GmbH https://t1p.de/xdup Share EMOD Motors, a manufacturer of electric motors, processes all orders quickly and transparently with their DocuWare document management system.

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